sussex Technical Specifications (5).pdf

TECHNICAL SPECIFICATIONS 2026

Technical Specifications p. 1 of 10

ACCESS CONTROL EQUIPMENT, INSTALLATION,

MAINTENANCE AND REPAIRS

INTENT

It is the intent of the County of Sussex ("County") to award a Contract to a qualified Vendor ("Successful Respondent") for the furnishing, purchase, installation, maintenance, repair, replacement, expansion, programming, and support of access control equipment, systems, components, and related services on an as-needed basis. The Contract shall also permit the County to purchase access control equipment and related materials without installation when determined to be in the County's best interest.

SCOPE

This Contract shall be an as-needed, unit-price Contract for the purchase, installation, maintenance, repair, programming, and support of access control systems and related equipment. Quantities provided within the Pricing Proposal are estimated for bid evaluation purposes only and are not guaranteed. The County makes no representation as to the actual quantities that may be required and shall not be obligated to purchase any minimum quantity under this Contract.

The County reserves the right to order more or less than the estimated quantities, or no quantities at all, depending upon operational needs, available funding, and the availability of grant funding.

The County further reserves the right to purchase materials only, installation services only, maintenance services only, or any combination thereof under this Contract

EQUIPMENT COVERED

Equipment covered under this Contract shall include, but not be limited to, the following:

Door Hardware

• Electric Strikes

• Magnetic Locks

• Electrified Mortise Locks

• Electrified Cylindrical Locks

• Exit Devices

• Electrified Panic Hardware

• Delayed Egress Devices

• Door Position Switches

• Request-to-Exit Devices

• Door Closers

• Coordinators

• Automatic Door Operators

• Power Transfers

• Hinges

• Locksets

• Cylinders

• Key Switches

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Readers

• Card Readers

• Mobile Credential Readers

• Multi Technology Readers

• Biometric Readers

• Keypad Readers

• PIN Readers

• Long Range Readers

• Mullion Readers

Credentials

• Access Cards

• Fobs

• Mobile Credentials

• Temporary Credentials

• Visitor Cards

Controllers

• Door Controllers

• Intelligent Controllers

• I/O Modules

• Expansion Boards

• Relay Modules

• Network Controllers

• Power Supplies

• Backup Batteries

Software

• Access Control Software

• Licensing

• Database Configuration

• Software Upgrades

• Firmware Upgrades

• Cloud Licensing

• Integration Programming

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Networking

• Network Switches

• PoE Switches

• Fiber Components

• Media Converters

• Patch Panels

• UPS Systems

• Surge Protection

Cabling

• CAT6

• CAT6A

• Fiber

• Composite Cable

• Plenum Cable

• Conduit

• Raceway

• Cable Supports

• Terminations

Monitoring Equipment

• Intercoms

• Video Intercoms

• Door Stations

• Call Stations

• Elevator Access Equipment

• Visitor Management Equipment

Accessories

• Enclosures

• Junction Boxes

• Trim Plates

• Mounting Hardware

• Labels

• Power Supplies

• Transformers

• Miscellaneous Components

A ll equipment, software, licensing, c loud subscriptions, credentials, databases, programming, configuration files, firmware, warranties, administrator accounts, user accounts, documentation, access r ights, and access control equipment, components, accessories, software, licensing, or services incidental and necessary for the installation, operation, maintenance, repair, replacement, or expansion of the County's access control systems purchased under this Contract shall be furnished, registered, licensed, assigned, and maintained solely in the name of the County of Sussex. The County shall retain full ownership, and administrative control of all equipment, software, system programming, Technical Specifications p. 4 of 10 databases, credentials, configurations, warranties, documentation, and related materials purchased under th is Contract. The Successful Respondent shall provide all passwords, license keys, administrative credentials, programming files, database backups, configuration files, warranty documentation, and other information necessary for the County to independently operate, maintain, administer, and transfer the system if necessary.

SERVICES

The Successful Respondent shall provide the following services:

• New Installations

• Equipment Replacement

• Equipment Upgrades

• Existing System Expansions

• Programming

• Database Changes

• Cardholder Setup

• Troubleshooting

• Emergency Repairs

• Preventative Maintenance

• Annual Testing

• Firmware Updates

• Software Updates

• Remote Support

• On-site Support

• Training

PREVENTATIVE MAINTENANCE

Preventative maintenance may include but is not limited to:

• Inspection of Door Hardware

• Reader Testing

• Controller Inspection

• Battery Testing

• Battery Replacement (as required)

• Lock Adjustments

• Software Diagnostics

• Firmware Updates

• Cleaning

• Operational Testing

• Report of Deficiencies

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EMERGENCY RESPONSE

Because many County facilities operate continuously and contain critical public safety functions, emergency response is required twenty-four (24) hours per day, seven (7) days per week, including holidays.

The Successful Respondent shall acknowledge all emergency service requests within thirty (30) minutes of notification.

When immediate on-site service is required, qualified personnel shall arrive at the designated County facility within two (2) hours of the initial emergency notification unless otherwise authorized by the County.

The Successful Respondent shall maintain a continuously monitored twenty-four (24) hour telephone service capable of receiving emergency service requests throughout the Contract term.

Failure to comply with the emergency response requirements may constitute default under the Contract.

SYSTEM COMPATIBILITY

All equipment furnished under this Contract shall be fully compatible with the County's existing access control infrastructure unless otherwise approved in writing by the County.

The Successful Respondent shall verify compatibility of all controllers, readers, locking hardware, software, firmware, power supplies, accessories, and related equipment prior to installation.

Any equipment determined to be incompatible due to the Successful Respondent's failure to verify compatibility shall be removed and replaced at no additional cost to the County.

AUTHORIZATION OF WORK

No work shall be performed without a valid Purchase Order issued by the County except in the event of an emergency.

Emergency work may be verbally authorized by the Director of Facilities Management, the Purchasing Agent, or their designated representative, with written confirmation to follow as soon as practical.

No payment shall be made for work performed without proper authorization from the County.

SCHEDULING AND PERFORMANCE

The Successful Respondent shall coordinate all work with the County and perform all services in accordance with schedules established by the County.

Work shall be completed within the timeframes established in each Purchase Order or work assignment.

The Successful Respondent shall notify the County a minimum of forty-eight (48) hours prior to commencing scheduled work unless otherwise directed by the County.

Work shall be performed in a manner that minimizes disruption to County operations, building occupants, and security.

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Failure to meet required schedules may result in cancellation of work assignments, procurement from alternate sources, termination of the Contract, and/or assessment of damages incurred by the County

PLANNED WORK PROCEDURES

When requested by the County, the Successful Respondent shall perform a site visit to review the proposed work and shall submit a written proposal containing, at a minimum:

• Estimated labor

• Estimated materials and equipment

• Proposed schedule

• Estimated start date

• Programming requirements

• Anticipated system interruptions

• County responsibilities

• Other trades required

• Any special conditions or requirements

No planned work shall commence until authorized by an official County Purchase Order.

MATERIALS AND EQUIPMENT

All equipment, materials, software, hardware, components, cabling, accessories, and replacement parts furnished under this Contract shall be new, unused, and free from defects unless otherwise approved by the County.

Equivalent products may be furnished only upon prior written approval of the County.

All work shall be performed in accordance with manufacturer recommendations and all applicable federal, state, and local codes and regulations.

Upon request, the Successful Respondent shall provide manufacturer specifications, product data sheets, warranty information, certificates of compliance, or other documentation necessary to verify compliance with the Contract requirements.

The County reserves the right to reject any equipment or materials that fail to comply with the Contract Documents.

SECURITY REQUIREMENTS

Because work may occur within correctional facilities, law enforcement facilities, judicial facilities, administrative offices, and other secured County buildings, the Successful Respondent and all personnel shall comply with all County security procedures, sign-in/sign-out requirements, escort requirements, identification requirements, and facility-specific security policies.

The County reserves the right to require background checks or restrict access to sensitive areas when deemed necessary.

SYSTEM DOWNTIME

Whenever work requires an access control system, secured door, or security device to be taken out of service, the Successful Respondent shall coordinate the outage with the County in advance.

No planned interruption shall occur without prior approval from the County.

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The Successful Respondent shall minimize system downtime and restore all affected systems to full operation as quickly as practical.

BILLING REQUIREMENTS

Invoices submitted under this Contract shall clearly identify:

• Purchase Order Number

• County Facility

• Date of Service

• Description of Work

• Labor Classification

• Hours Worked

• Hourly Rate

• Materials Furnished

• Quantities

• Unit Prices

• Total Amount Due

The County reserves the right to request supporting documentation for all labor and material charges.

Where material markups or discounts are utilized, supplier invoices or other documentation supporting the material cost shall be provided upon request.

INSPECTION AND ACCEPTANCE

All work performed under this Contract shall be subject to inspection by the County.

The County reserves the right to reject any equipment, materials, installation, maintenance, programming, or repair work that fails to comply with the Contract Documents, manufacturer recommendations, applicable codes, or accepted industry standards.

Rejected work shall be corrected or replaced by the Successful Respondent at no additional cost to the County.

WARRANTY

Unless otherwise specified by the manufacturer, all workmanship shall be warranted for a minimum period of one (1) year from the date of acceptance by the County.

Manufacturer warranties shall be transferred to the County upon completion of the work.

Defective workmanship or equipment identified during the warranty period shall be repaired or replaced at no additional cost to the County.

MEASUREMENT AND PAYMENT

Payment shall be made only for work authorized by an official County Purchase Order.

Unit prices submitted in the Proposal shall include all labor, supervision, programming, software, equipment, transportation, testing, commissioning, overhead, profit, and all incidental costs necessary to complete the work unless otherwise specifically identified in the Pricing Proposal.

FIRM PRICING

All labor rates, unit prices, discounts, and markups submitted by the Successful Respondent shall remain firm throughout the Contract term.

No fuel surcharges, mobilization charges, administrative fees, delivery charges, handling charges, or other additional fees shall be permitted unless specifically authorized in writing by the County.

PREVAILING WAGE

The Contractor shall comply with all provisions of the New Jersey Prevailing Wage Act, N.J.S.A. 34:11-

56.25 et seq., where applicable.

The Successful Respondent and all subcontractors performing public work shall be registered with the New Jersey Department of Labor and Workforce Development pursuant to the Public Works Contractor Registration Act prior to performing work under this Contract.

The Successful Respondent shall be responsible for maintaining certified payroll records and complying with all applicable federal, state, and local labor laws.

PUBLIC WORK’S CERTIFICATE

The Successful Respondent shall have a valid Public Work’s Certificate issued by the New Jersey Department of Labor.

ADDITIONS AND DELETIONS OF SERVICES

The County reserves the right to add, delete, increase, or decrease services, equipment, materials, and locations within the general scope of this Contract as operational needs require.

Any additions or deletions shall be performed utilizing the labor rates, unit prices, discounts, and terms established under the awarded Contract.

MANUFACTURER AUTHORIZATION AND SYSTEM COMPATIBILITY

The Successful Respondent shall be authorized and/or certified by Genetech, as applicable, to service and support the County’s existing Genetech access control system and shall possess all required manufacturer authorization, software access, licensing, credentials, and technical capabilities necessary to install, program, repair, maintain, and expand the County’s existing system(s). Proof of current Genetech certification and/or manufacturer authorization shall be submitted prior to Contract Award.

CONTRACT AWARD

Award shall be made to the lowest responsive and responsible Respondent based upon the total evaluated price for Year One, consisting of Sections A, B, and C, utilizing the estimated quantities and evaluation amounts set forth in the Pricing Proposal. The County reserves the right to reject any proposal determined to contain materially unbalanced pricing, including but not limited to proposals where Year Two pricing is disproportionately weighted or otherwise structured in a manner that is not in the best interest of the County.

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Technical Specifications p. 9 of 10

CONTRACT PERIOD

The Contract resulting from this proposal will be in effect from date of Contract award, or date indicated on Contract award, for a twelve (12) month consecutive period, with the County reserving the right to renew for one (1) additional and consecutive one (1) year period at the rates submitted in the Proposal.

CERTIFICATE OF INSURANCE

Respondent’s Insurance Requirements: The successful Respondent shall procure and maintain, at its own expense, for the duration of the Contract the following minimum levels of insurance:

The successful Respondent shall continuously maintain insurance or other security for adequate protection for all work from liability and shall protect the County for damages, liability or loss arising in connection with the contract. The successful Respondent shall ensure coverage for damages, liability or loss arising in connection with the contract and services:

1. WORKER'S COMPENSATION AND EMPLOYER'S LIABILITY INSURANCE with limits of not less than $1,000,000.00 shall be maintained in full force during the life of this contract by the successful Respondent covering all employees engaged in performance of this contract pursuant to N.J.S.A.

34:15-12(a) and N.J.A.C. 12-235-1.6

2. GENERAL LIABILITY INSURANCE with limits of not less than $1,000,000.00 for Bodily Injury and Property Damage Liability each occurrence and $2,000,000.00 General Aggregate shall be maintained in full force during the life of the contract by the successful Respondent. The policy shall include successful Respondent's protective liability insurance (which protects against liability for injury or damage caused by independent contractors doing work on his behalf) with the same limits. The successful Respondent shall be responsible for securing and maintaining certificates from all sub-contractors used in relation to this contract. These shall be supplied to the County upon request. In the event more than one insured is named in the policy, a CROSS LIABILITY endorsement shall be included which provides that the employees of each of the named insureds are not excluded under the policy as respect to claims that are made against the other named insured.

3. AUTOMOBILE LIABILITY INSURANCE with limits of not less than $2,000,000.00 Liability and Property Damage Liability Combined Single Limit, $1,000,000.00 Uninsured Motorist and Underinsured Motorist, $3,000,000.00 Owned, Hired and Non-owned Automobile, shall be maintained in full force during the life of this contract by the successful Respondent.

4. UMBRELLA LIABILITY INSURANCE may be used to support the required limits as long as the County is provided in writing that the coverage shall apply over the underlying policy.

The insurance policies shall be provided by insurance companies authorized to do business in the State of New Jersey.

All insurance required herein shall be maintained in full force and effect during the term of the successful Respondent’s Contract with the County and shall constitute primary coverage over any other applicable insurance.

The County may from time to time dependent on the “scope” of services require coverage, limits and conditions unique to the type of work, scope and size of the contract. Approval and terms shall be reviewed/proposed by the County Risk Manager and the Administration.

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The successful Respondent shall furnish a Certificate or Certificates of Insurance in compliance with these requirements and upon request a certified copy of each policy to the County, including the provisions establishing premiums. All insurance policies required hereunder shall include an endorsement naming the County and its officers, agents, engineer, attorney, employees, and servants as additional insured’s, which insurance shall provide primary and non-contributory insurance coverage to the County of Sussex, its departments, agencies, boards, commissions, officers, agents, servants, administrators and employees.

In addition, the additional insurance shall include but not be limited to coverage for the additional insured for bodily or personal injury, property damage or other loss for which the successful Respondent’s insurance policy provides coverage for the successful Respondent’s work and for coverage, which is included in the successful Respondent’s “products-completed operations hazard” coverage. An endorsement shall be provided that the policies shall not be changed or canceled prior to thirty (30) days after written notice has been provided by the insurance carrier directly to the County.

During the term of its Contract with the County, the successful Respondent shall be obligated to renew each and every insurance policy which may expire and provide updated renewal insurance certificates.

In cases where a required insurance policy is cancelled or terminated during its term, the successful Respondent shall immediately procure insurance to replace such policy(ies) and shall immediately provide all insurance information required by the County as proof that the cancelled or terminated policy has been restored or replaced. In the event the successful Respondent fails or refuses to renew its insurance policies, or the coverage is canceled, terminated, or modified so that the insurance does not meet the requirements of the successful Respondent’s Contract with the County, such failure shall constitute default of the successful Respondent’s Contract with the County.

Insurance coverage having policy limits in the amounts required by the County shall not be construed to relieve the successful Respondent from liability in excess of such coverage, nor shall it preclude the County from taking such other actions as are available to it under the provisions of this Contract or otherwise in the law.